Midsumma Carnival stall registrations

Stallholder Information

Interested in being a  Food Vendor at Midsumma Carnival or Midsumma Pride March? If so, see Food Vendor Applications

Registrations for Midsumma Carnival 2020 Stallholder positions have closed prior to the official closing date due to capacity having been reached. If you would still like to register, you can join our waiting list by emailing [email protected].

On 19 January 2020, Alexandra Gardens will be transformed into the queerest precinct in town for a day, and Midsumma invites your organisation to present yourself to an estimated crowd of over 118,000 LGBTQIA-friendly people.

Throughout the event the Carnival attendees will set up picnics, watch hours of free entertainment, wander through the crowds of people and most importantly - find out about your business or community group! Come join the fun and be a part of the 2020 Midsumma Carnival, as we host over 170 stalls across the grassy lawns of Alexandra Gardens, populated by diverse community groups, government agencies, liaison units and commercial businesses.

We have a variety of options for stallholders to ensure you get the most out of your Midsumma experience. You can even customise your stall by purchasing a powered site, extra marquee space, or additional tables and chairs.

Stalls are open to the public from 11am to 5pm on the day. Registered stallholders will be notified in December of set up and pack down ('bump in/ bump out') times.

Midsumma Festival does have some commercial exclusivity contracts in place and reserves the right to decline registrations and refund any stalls who fall under this.


If you have concerns please contact [email protected] ASAP. 

ESSENTIALS

How do you get involved? Here are the first three steps to get you started!

  1. READ the information below and the Midsumma Carnival 2020 Stallholders Brochure, to ensure you are totally ready for Midsumma Carnival 2020.
  2. TALK to a Midsumma staff member about any queries you may still have. Call 03 9296 6600 or email [email protected].
  3. REGISTER and pay before COB Monday 11 November 2019. 

Note: Failure to provide payment and documentation by the due dates means you may miss out on a space at Midsumma Carnival.

View the Midsumma Carnival Stall Terms and Conditions.

Below you will find all the information needed about hosting a stall.

Can't find the answer? Email [email protected] or call 03 9296 6600 to have a chat.

 

Key Registration Dates

Earlybird Registrations Open: Tuesday 13 August 2019
Earlybird Registrations Close: 5pm, Monday 9 September 2019
General Registrations Close: 5pm, 11 November 2019
Public Liability Insurance Due: 5pm, Friday 6 December 2019
Stallholder Information Pack Released: Early December 2019

 

What does your registration include?

Each general booking consists of the following:

  • 3 x 3m marquee space (marquee provided)
  • 1.8 trestle table
  • 2 plastic chairs
  • 2.4 x 0.3m corflute sign with your organisation's name (and optional logo)

A maximum of four stall spaces may be purchased per order. The placement of individual stalls within the site will be determined by Midsumma staff once applications have closed and final stallholder numbers are confirmed.

Corflute Signage

In 2020, Midsumma Festival has included design, printing, and installation of a corflute sign for every stall at Midsumma Carnival, rather than offering this as an optional extra.
This decision has been made in order to give all stallholders heightened visibility at the event, assist all stallholders and volunteers during bump in and give the event a clean, professional look.

 

Midsumma strives to make the event as accessible as possible to all groups, so registration fees are based on the criteria your organisation or group meets.

Early Bird Eligibility

To be eligible for the early bird pricing, you will need to have PAID for your registration in full by 5pm, Monday 9 September 2019 when the payment portal will switch to full payment only. In special circumstances where you are unable to pay via the portal, you may request an invoice via the registration form prior to 5pm, Monday 9 September 2019. Payment must be made by the date specified on the invoice.

Stall Categories and Pricing

Commercial Stall

Criteria: Operating for profit - registered company (ACN)
Early bird price: $1,320
Regular price: $1,720

Examples:
Travel Consultancy
Hotels
Insurance Providers

Small Business Stall

Criteria: Operating for profit (sole trader) - Turnover of <$75,000
Early bird price: $670
Regular price: $950

Examples:
Jewellery Designer
Wedding Photographer
Merchandise Retailer

Large Community Organisations

Criteria: Annual Revenue of more than $350,000
Early bird price: $670
Regular price: $950

Examples:
Local Council, State or Federal Government branches, offices or political parties
Local Council, State or Federal Government agencies or initiatives
National or international not-for-profit / community organisations
Educational Institutions

Small Community Organisations

Criteria: Annual Revenue of less than $350,000
Early bird price: $400
Regular price: $610

Examples:
LGBTQIA+ social groups and sports teams
Health service not-for-profit / community organisations 
Community theatre companies or artist-run gallery spaces

Shared Small-Community Stall

Shared Community Stalls have been developed following feedback that some groups want to represent themselves at Carnival, however cannot afford the fee of a full stall.
Please contact Midsumma Festival for more information and to express interest in a shared community stall, by emailing [email protected] or calling 9296 6600.

All prices are inclusive of GST.
An external surcharge of 1.5% applies for credit/debit card payments.

Corflute Signage

In 2020, Midsumma Festival has included design, printing, and installation of a corflute sign for every stall at Midsumma Carnival, rather than offering this as an optional extra.
This decision has been made in order to give all stallholders heightened visibility at the event, assist all stallholders and volunteers during bump in and give the event a clean, professional look.

 

As a Midsumma Carnival stallholder, you receive a 20% discount to advertise your event in the Midsumma Festival Printed Guide.

With a print publication of 35,000 copies across Victoria, Sydney CBD, South Australia, and Brisbane - this is a unique opportunity to purchase extra promotion for your business or organisation inside the printed guide at a reduced rate. The program guide will be launched on 20 Nov 2019. The deadline for all advertising inquiries will be 7 Oct 2019. Deadline for artwork is 14 Oct 2019.

Download the Midsumma Media Kit to view rates and specs or email [email protected] for more information.

Tables: additional trestle tables - cost $25 each

Chairs: additional plastic chairs - cost $12 each

Power: Single 10 Amp Outlet - cost $60
For more advanced power requirements (15 Amp and above), please email [email protected] to organise. This may incur and additional cost.

 

Refunds

The maximum portion of fees to be refunded by Midsumma to stallholders, excluding the non refundable $50 deposit, depends upon the date at which Midsumma receives written notice of cancellation as outlined below:

  • Up to 11 November 2019: maximum 50%
  • Up to 18 November 2019: maximum 20%
  • After 18 November 2019: no refunds after this date

 

What can I do at my stall?

Almost anything! So long as it is legal and family friendly. You can showcase your organisation through giveaways, activities or displays, run surveys or gather information, or hand out flyers and cards (remember to include "recycle responsibly" messaging on this kind of collateral.)
If you are intending to do something a bit different or special at your stall, please feel free to call 03 9296 6600 to discuss. If your stall idea involves anything physical or participatory, please be sure that it is safe and that you have completed a risk assessment.
We try to guide all our stallholders throughout the process, so as to not end up with all our stallholders having the same idea for what to do on the day!

Can I sell food from my stall?

Stallholders are not allowed to sell food or beverages from their stall. This right is reserved for Midsumma-authorised Food Vendors. Stallholders are however permitted to give away food or drinks for free (e.g. lollies, water bottles, etc.). If you are providing any food or beverages, you will need a food traders permit from the City of Melbourne. These permits are free and obtained through Streatrader. It is suggested that you apply for the permit before January as they may take some time to be processed. If you do not have your food permit before Midsumma Carnival, you will not be able to provide food or beverages.

If you would like to apply for a Food Vendor position, please check out our Food Vendor page for more details.

From what time do I have access to the site on the day of Carnival?

A Carnival Stallholder Information Pack will be made available to you in December. This will inform you of all vehicle access times and entrance locations. The stallholder bump-in and bump-out times are staggered to avoid congestion, so it is important you arrive at your designated time. If you are travelling from regional Victoria or further, and are having your goods delivered by courier or driver, please let us know as delivery of goods prior to the day can be arranged.

When will I know where my stall is located?

Information regarding your stall location will be released with the Stallholder Information Pack, due out in December. Midsumma will do our best to ensure location requests and preferences are adhered to.

Can I use electrical equipment?

Yes, however to ensure the electrical items you use are safe, you are required to have your items tested and tagged by a registered and licensed testing company such as 365 Test and Tag.
If you are planning to bring electrical equipment onsite, please be clear about your electrical requirements when registering, to ensure that you have the appropriate power in your stall on the day of the event.

What signage can I put up inside my stall?

There are some strict guidelines regarding signage. You can use cable ties or string to attach any signage onto the back or side walls of your stall. Please do not attach anything to your stall using adhesives or tape. Please do not tie any large signage to the front of your stall unless approved by Midsumma, as this becomes a hazard in high winds.

You may use any base-weighted pull-up banners or signage. You must not use any signage or materials that are pegged or pinned into the ground, as this is a City of Melbourne regulation. If you have anything that is pinned or pegged into the ground, you will be asked to remove it from your stall.

What signage will Midsumma Festival put on my stall?

Midsumma provides white corflute signage as part of your stall registration. All stalls will receive white corflute signage (2.4m x 0.3m) with your stall name and company logo printed on it. These corflute signs look professional and help people find your stall. Best of all, it will have already been installed by the Midsumma crew before you arrive on site and you get to keep it!

Each corflute sign will follow the pattern of the beyondblue sign below, consisting of your stall name and your logo (if provided).

Sample corflute sign

Can I apply if I don't have current Public Liability Insurance?

We will accept applications without Public Liability Insurance, as we are aware that different policies have different dates of renewal. If you would still like to apply, you can do so on the provision that you submit your Certificate of Currency to [email protected] prior to Friday 6 December 2019. Failure to provide by this date will result in your stall registration being forfeited.

 

REGISTER

Your registration needs to be completed and paid for by the registration closing date of Monday 11 November 2019.
After you've completed registration, you will be sent a secondary form - requesting other key information as we get closer to the event date.

Please note, if you are taking advantage of the Early Bird Pricing option you will need to have PAID for your registration in full by 5pm, Monday 9 September 2019 when the payment portal will switch to full payment only. In special circumstances where you are unable to pay via the portal, you may request an invoice via the registration form prior to 5pm, Monday 9 September 2019. Payment must be made by the date specified on the invoice.

We highly recommend that you have all of the required elements ready to go when you commence registration. You will need to provide:

  1. Contact details
  2. The details of your organisation and stall
  3. Additional stall facilities needed:
    • Extra 3 x 3m spaces?
    • Extra tables?
    • Extra chairs?
    • Power?
    • Organisation Logo

 

Registrations for Midsumma Carnival 2020 Stallholder positions have closed prior to the official closing date due to capacity having been reached. If you would still like to register, you can join our waiting list by emailing [email protected].

Registrations for Midsumma Carnival 2020 Stallholder positions are now open and will close Monday, 11 November 2019. 

REGISTER HERE

If you have concerns please contact [email protected] ASAP.

Midsumma Carnival

Midsumma Carnival highlights the opening weekend of the three-week Festival each year. Midsumma Carnival is an iconic outdoor celebration that has become one of the biggest highlights in the LGBTIQA+ annual calendar.

Midsumma Carnival
Midsumma Carnival 2013 by Oliver Forbes

Food Vendor EOI

Expressions of Interest by Food Vendors for Midsumma Festival 2020 are now open and will close Monday 14 October 2019.

Food Vendor Expression of Interest
Principal Partners
Major Partners
Gold Partners